How to import meeting times to existing classes in Registrar's Office (Sample File included)

If classes have been created, then import can be used as an option to define meetings, teachers and rooms for classes.

 


Note : Before you proceed with the following instructions, back up the database. If your organization integrates multiple Blackbaud products, refer to the Additional Requirements section of the backup article. 

Prior to importing, we suggest marking Validate Now on the General tab.: Validating the data will not import the information in the system. This is a test run of the import.

Classes would have to be created prior to this import. Once classes are created, users would export out the Class Import ID and Section. User could export other columns as well. Although the columns may be blank, it would help create a template. 

 

  1. Create a data file or use an existing file.
    1. View a sample data file (Meeting time Sample.csv), You may need to widen the columns to view all of the information in a column. 
    2. You can save the file in any delimited format or in fixed length. However, the sample data file is in CSV format (BB11254).
    3. *Although headers are not required in The Education Edge, we recommend using them. Otherwise, you must manually map the fields in the data file to the corresponding fields in The Education Edge. You can save the file in any delimited format or in fixed length. However, the example and the sample data file are in CSV format.

 

  1. Verify the file has following required fields (any additional fields can be included in the import as well):
    • **This indicates that each of these fields will need to  be repeated for each meeting needed for the class meeting
    • Refer to KB 40689 for examples of Chronological term and other definitions 
      • Class section
      • Class Import ID 
      • Chronological Term
        • Note: Chronological term is a required field for this import. It isn't a field that will be exported out of the system. Chronological term refers to what term the meetings will be associated with.  
      • Cycle Day
      • Start Period & Number of Periods OR Start Time and End Time 
        • Note: Start Period and Number of Periods will need to be used if your  can be used if your timetable only allows meetings to occur using periods. If the option is not marked, you can use either Start Period and Number of Periods or Start Time and End Time when defining meetings.User-added image
      • Include any additional fields as needed such as
        • Falculty**
        • Room**
  2. In Administration > click Import. 
  3. Click Class (located below Class) > Click New.
  4. Mark Import New records on the General tab.
  5. Browse to the CSV file in the Import file field
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  1. Select the File Layout tab and select the Import File does not contain field names option ONLY if your import file does not have header. If your Import File contains the field names, mark Fields names are on the first line of the import file. 
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  1. Select the Fields tab and map the fields  (view screenshots below for examples of how to map fields)
  • Note: Extensions will be used in this import if the field can be imported multiple times.
  1. Save the import parameters.
  2. Click Validate now (if we marked Validate data only on the general tab) or Import Now

 

Additional Notes:

  • Mapping the extensions correctly is extremely importing in this import.
  • It's suggested to test this import out by validating AND trying to import meeting for one class to make sure things go as planned.
  • Map the Chronological Term Fields first. They would have to be in numeric order starting with 0.  
  • Each grouping (Cycle day, Start Period, Number of Periods or Cycle day , Start time, End time depending on your timetable settings), would have the same extension.  
  • If there are more than one two terms, the setup would be similar. It would be important to have the mapping mapped correctly and have the chronological term in numeric order for the extensions when appropriate. 

 

This course is only associated with the first term.  Since the class only exist for one term. the mapping of the import would look like this. There would only be one Chronological Term Column in the spreadsheet. 

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This course record begins in the first term and continue into the next year (yearlong course). There would be two Chronological Term columns in the spreadsheet. One for  Fall and the other for Spring.

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This class does not begin until the 2nd term. There would be one Chronological term in the spreadsheet;  it would have Spring entered.

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This class is offered in either term. The import file would have separate lines for each term because the Fall Class's Import ID would be different from the Spring Class's Import ID.

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  ImportMeetingTimesSample.csv

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